Tollejo Project Coordinator (PC)

About the job

We are looking for a Project Coordinator to administer and organise all types of projects and retained services from simple activities to strategic plans.

The Project Coordinator is  responsible for ensuring the schedule, budget and details of a given task are well organised and executed against plan. This individual communicates across all project teams to keep everyone on track with the project plan and ensure all deliverables are completed in a timely manner. The Project Coordinator will organise reporting, plan meetings and provide updates to project managers.

Project Coordinator responsibilities include working closely with the Core Team to prepare comprehensive action plans, including resources, timeframes and budgets for projects. The Project Coordinator will coordinate various tasks, like scheduling and time keeping, along with administrative duties, like maintaining project documentation and handling project queries. To succeed in this role, one needs excellent time management and communication skills, as collaboration with clients and internal teams is key to deliver results against deadlines. 

Ultimately, the Project Coordinator’s duties are to ensure that all projects are completed on time, within budget and meet high standards. 

Key Responsibilities

• Attend internal and client facing meetings -take and distribute meeting minutes and create actions with owners
• Help team members prioritise deliverables
• Coordinate project management activities, resources, equipment and information
• Break projects into doable actions and set timeframes
• Use tools to monitor working hours and plans 
• Manage and issue all appropriate legal paperwork (e.g., SOWs and terms of agreement)
• Create and maintain comprehensive project documentation, plans and reports
• Manage capacity versus priority for product/business owners
• Ensure internal systems are well organised and maintained
• Assign tasks to internal teams and assist with schedule management 
• Make sure that clients’ needs are met as projects evolve
• Monitor project progress and handle any issues that arise
• Act as the point of contact and communicate project status for internal project teams
• Work with the Core Team to eliminate blockers

Skills /Requirements

• Experience in Project Management from  conception to delivery
• Hands-on experience with project management tools (e.g., Trello or teams)
• Proficient on Google and Office 365
• Excellent communication skills and experience in customer facing settings
• An ability to prepare and interpret flowcharts, schedules and step-by-step action plans
• Solid organizational skills, including multitasking and time-management
• Strong client-facing and teamwork skills
• Scrum/agile experience a plus

Key Objectives

Deliver Projects On Time and Efficiently 

The PC will deliver current projects on time with profitable utilisation by reviewing our project calendar weekly and communicating our progress to the team and by implementing a universal time sheet approach.

Develop Process for Regular Check-ins and Transparency with the Core Team
The PC will drive transparency and organisational improvement by preparing a monthly report on the project team’s progress over the prior month and by setting up a monthly meeting with the Core Team to check in on active projects.

Explore Additional Technological Tool to Improve Productivity/Effectiveness
The PS will review project management software and implement guidelines to improve productivity and effectiveness with our team.

Review Existing Processes to Streamline and Revamp
The PC will kick off a process review workshop to assess where we can streamline and revamp our processes. Produce a report that outlines the next actions and implement and deliver a consistent approach to project planning, management, delivery and reporting.

Align Reports to Corporate Branding/Content Requirements
The PC will align existing and future reports, SOWs, etc. to standard Tollejo guidelines performing an audit of existing assets and refreshing or creating assets as needed.  

Drive Effective Team Meetings
The PC will make Tollejo team meetings more effective by creating a regular cadence, circulate meeting agendas in advance so everyone can effectively prepare for meetings and know exactly is expected of them.